The Ultimate Rental Inspection Checklist for Landlords & Tenants
A rental inspection checklist is the single most important document a landlord and tenant sign together. It records the condition of the property at move-in and move-out, and — when backed by dated photos — it decides who pays for what when the lease ends. This guide gives you a room-by-room rental inspection checklist you can use today, plus a free interactive version you can run on your phone.
Free interactive rental inspection checklist
Run this checklist in DoneTrace with photo proof, timestamps, and an audit-ready PDF you can attach to the lease.
Why a rental inspection checklist matters
- Protects the security deposit — tenants prove pre-existing damage, landlords prove new damage.
- Speeds up turnovers — the next tenant moves in without arguments about what was already there.
- Creates a legal record — dated photos and signed checklists hold up in small-claims court.
- Reduces disputes — both parties agree on the condition in writing, up front.
Before the inspection
- Schedule the walkthrough with the tenant present (never inspect alone if you can avoid it).
- Bring a phone with a camera, this checklist, and a tape measure.
- Turn on every light, run every faucet, and open every window during the walk.
- Take a wide shot of each room before any close-ups so the context is preserved.
Entryway & exterior
- Front door: locks, deadbolt, weatherstripping, peephole, hinges.
- Doorbell, mailbox, and house numbers visible.
- Porch, steps, and railing condition; loose boards or trip hazards.
- Exterior paint, siding, gutters, and downspouts.
- Yard, fencing, gates, and any outdoor lighting.
Living room / common areas
- Walls: holes, scuffs, unpatched anchors, paint color and finish.
- Ceiling: water stains, cracks, popcorn condition.
- Floors: carpet stains, hardwood scratches, tile grout, transitions.
- Windows: locks, screens, blinds, seal condition, condensation.
- Outlets, switches, and light fixtures — test every one.
- Smoke and carbon monoxide detectors — test the button and note the battery date.
- HVAC vents, thermostat, and filter date.
Kitchen
- Refrigerator: interior cleanliness, seals, ice maker, water dispenser.
- Stove and oven: burners light, oven heats, hood fan and light work.
- Dishwasher: runs a cycle, no leaks under the unit.
- Microwave: heats, turntable, interior condition.
- Sink: no leaks under the trap, disposal runs, sprayer works.
- Cabinets and drawers: hinges, pulls, interior condition.
- Countertops: chips, burns, stains, seams.
- GFCI outlets test and reset.
Bathrooms
- Toilet: flushes, refills, no rocking at the base, no leaks at the supply line.
- Sink and vanity: drains, hot and cold, stopper, no leaks under.
- Tub and shower: drains, water pressure, grout and caulk condition, no active leaks.
- Exhaust fan runs and vents to the outside.
- Mirrors, towel bars, toilet paper holder secure.
- Tile, flooring, and any signs of soft spots or water damage.
Bedrooms
- Doors, hinges, locks, and stops.
- Closet interiors, shelving, rods, doors and tracks.
- Windows: locks, screens, blinds, sun damage.
- Wall and floor condition — same criteria as the living room.
- Smoke detector in or immediately outside each bedroom.
Laundry, utility, and mechanical
- Washer and dryer: hoses tight, no leaks, dryer vent clear.
- Water heater: age, no rust or drips, temperature setting.
- Furnace / AC: filter, condensate line, exterior condenser condition.
- Electrical panel: labels legible, no double-tapped breakers, no scorch marks.
- Any sump pump or water shut-off — locate and test.
Photo proof: how to do it right
- One wide shot per room before close-ups — this is the anchor image.
- Close-ups of any pre-existing damage: cracks, stains, chips, worn spots.
- Serial numbers and model tags of major appliances (fridge, HVAC, water heater).
- Every meter reading on move-in and move-out day.
- Timestamped photos win disputes — a checklist app that stamps date and time is worth more than a folder of loose images.
Move-in vs move-out: what changes
- Move-in: document everything as it stands today; both parties sign; landlord keeps a copy, tenant keeps a copy.
- Move-out: use the exact same checklist and compare item-by-item against the move-in photos.
- Normal wear and tear (minor scuffs, small nail holes, faded paint) is not the tenant's cost — actual damage is.
- Any deduction from the security deposit should reference a specific checklist item and a specific photo.
Run this rental inspection checklist in DoneTrace
DoneTrace turns this guide into an interactive rental inspection checklist you run on your phone — with photo proof, timestamps, tenant sign-off, and an audit-ready PDF you can attach to the lease or send to the tenant.
This guide is general information, not legal advice. Local landlord-tenant laws vary — check the rules in your state or country before relying on any inspection document in a dispute.